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How to keep flow active for unknown length of time

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Posted on by wyolk

Since users who complete my Microsoft Form are external to my organization, it is not possible to collect attachments from them directly using the Form. Instead, users receive an email with instructions to send attachments in-line with their reply.

I have a separate flow which stores Form submissions on SharePoint in a Microsoft List. That is Flow A.

My flow for gathering email attachments is Flow B. Flow B is giving me problems. It contains TWO trigger points: 1) When a SharePoint List Item is Created and 2) When a new email arrives in shared inbox.

The flow runs like this:

1. When a SharePoint List item is created

2. Get SharePoint List Item ID

3. Create array variable so that the List Item ID can be read in other formats (such as in text email subject)

4. When a new email arrives in shared inbox that meets criteria

5. If email subject also contains List Item ID

6. Get attachments

7. Add attachments to SharePoint folder

8. Add attachments to corresponding List Item

9. Email internal list notifying of new attachments

The logical thing to do would be to have only one trigger, however I MUST be able to assign the SharePoint List Item ID somehow. Or, I need to build in some kind of system which allows an extended run time, so that the flow does not "fail" when the email with attachments does not arrive immediately.

Thoughts???

Categories:

Building flows

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Unknown geen idee 1,757 on at

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Dear W,

The following might help you resolve your issues.
Include in your sharepoint List item a status for the attachment. For example 'Pending', 'Completed' ... something which indicates that your sharepoint list item is still not complete. Based on this you can direct other actions/processing ... or not.
Keep Flow A as is. Form submissions on SharePoint in a Microsoft List.
Trigger Flow B only when a new email arrives (with certain conditions). There is no need for the other trigger, it does not add anything. Check the email, get the attachment, save it to your Sharepoint list based on a reference the user got from the form submission and which you have stored in the Sharepoint list. Once attachment is uploaded, change the status of your sharepoint list to 'Completed' (see first point).
For any other actions you might have regarding the data in the sharepoint list, ensure that you only execute these actions once you have the attachment upload/status 'Completed'.

Hope the suggestions help,
Happy flowing,
Koen

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wyolk 11 on at

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Thanks Koen. I am not sure this solution is the best option, solely because there may be multiple incomplete list items at any given time. I really don't see any way to accurately connect the email and list item other than creating the link through list item ID number.

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Unknown geen idee 1,757 on at

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Dear W,
Sorry, I cannot follow your logic, maybe because I do not have the full picture.
I do not see any reason why you would have to keep any flow running or keep open ... or why there would be any issue with having multiple incomplete list items at any time.
As long as you can relate any email which comes in with the right sharepoint list item, then you are good.

I assume hereby that:
You trigger Flow B only when a new email arrives (with certain conditions).
This new email has either the sharepoint ID or some other reference which allows you to relate the email with the sharepoint list item.
The users which need to send the attachment receive a unique reference (does not have to be the sharepoint list ID, but could be) which they need to include in the email with the attachment.

Happy flowing,
Koen

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wskinnermctc 6,519 Moderator on at

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So does Flow A send an email to the requestor who submitted the flow?
You could format that Flow A email for the requestor to reply to. It could already have the Item Id or something in the subject or whatever that you could use to look up the item when Flow B is triggered by an email response.

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wyolk 11 on at

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Thanks all - I found an alternative route.

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